FAQ

Minutes are available in the Meeting Minutes folder in the Shared Documents section of the BEST Online Portal. Scroll past the "Shared recently with you" documents to find them.

Older meeting minutes are available on request.

Our by-laws, officials rules & regulations, and other government documents are publicly available on the Documents page.

You can also find them in the Governing Documents folder in the Shared Documents section of the BEST Online Portal.

Yes. You can find a contact list in the Shared Documents section of the BEST Online Portal. Scroll past the "Shared recently with you" documents to find it.

Please keep your phone number and email address up to date in the BEST Online Portal to ensure that the board and your neighbors can get in touch with you. Your phone number is critical for emergency communications.

The Resident Handbook (Useful Information for New Residents and Old-timers) is a document complied by the Lake Villas Board as a friendly introduction to the community and reference guide. In the past it has also been titled “Useful Information”. It contains lots of information about living in the community, as well as information that is private for residents, such as passwords and gate/door codes.

Please note that the Resident Handbook is not a governing document and not the official Rules & Regulations. In all instances, the Bylaws, Declarations, and Rules & Regulations should also be consulted and take precedence.

The Resident Handbook is available in the Shared Documents section of the BEST Online Portal.

From Section 3.3. of our Rules & Regulations: Forbidden Objects on Patios, Balconies, and Entryways:

• Patios and Balconies shall not be used for storage of wood and gasoline.

• To prevent rodent infestation, pet food or anything edible shall not be stored on balconies, patios or entryways and animals and birds (exception hummingbirds) shall not be fed on balconies, patios or entryways.

• Balconies, patios, and entryways will not be used for storage of any item of such weight that it may place undue stress on the balcony, patio, or building structure. Hot tubs are prohibited on patios, balconies and entryways.

• Patios, balconies and entryways will not be used for the hanging of clothing, wet suits, towels or blankets.

• Litter, trash, empty boxes, broken or damaged furniture are not permitted on balconies, patios or entryways.

• The following may not be stored on entryways—kayaks, paddle boards, sports equipment, baby carriages and strollers.

• No charcoal barbecues are allowed.

Smoking is discouraged on patios, balconies, and entryways. Smokers should take steps to accommodate neighbors if smoke bothers them.

From our Bylaws , Article VI, Item 4e:

No owner, resident or lessee shall install anything, whether wiring, electrical or telephone installations, television antennae, air-conditioning units, etc., which protrudes into or affects the common property, except as authorized by the Board.

Consequently, only portable AC units (not window units) are allowed. Please contact the board for more information.

Please DO NOT use wax Presto-logs (e.g. Duraflame Logs) in your fireplace. The wax from this type of product builds up in the chimney and causes chimney fires. Please use only wood or all sawdust Presto-logs. Consider electric fireplace inserts on the market as they provide better space heater warmth.

Our insurance company has notified us that charcoal grills will not be allowed on Lake Villas' balconies/decks as of October 2018. They are not allowed per new underwriting guidelines and are increasingly being banned in multifamily housing across the country. Any wood burning features are also not allowed. It is also expected that fire extinguishers be closely available when using gas grills.

For the time being existing pellet smokers are grandfathered. Do not purchase one in the future as they are being evaluated for safety. The key is that grills and smokers must be easily and quickly turned off.

Many of the units have garbage disposals. However, it is important that everyone be careful about what they put down their sinks and toilets. Problems will occur in the plumbing with grease, potato skins, etc. Only toilet paper should be used in toilets.

Living on the lake, ants are a periodic problem. Spraying outside helps, but those pesky ants show up anyway. Others have had good luck with the products in the picture. When the ants first appear, put out several traps where you see ants and adds drops of Terro Ant Killer on the edges of the traps. It can take several days and ants will get worse as they come for the food. Repeat if necessary.

The fire pit down by the lake is available to owners, tenants, and their guests. Be considerate and avoid loud noise at night. Be sure the fire is out completely before leaving it.

To reserve the clubhouse:

1. Read and follow all Clubhouse Rules.

2. Check if your date is available above or by looking at the Lake Villas Calendar on the BEST website.

3. Send an email to our property manager to request the reservation; please include your unit, the date, and time.

4. Our property manager will respond to your request and add your event to the calendar.

Please note:

• COVID-19 Precautions - all people utilizing clubhouse are responsible for knowing and following the most recent Washington State guidance for safe behaviors and activities.

• Clubhouse can be reserved by residents only.

• Reserving clubhouse does not reserve the pool or workout room.

• All observed legal holidays are excluded from being reserved.

• Clubhouse cannot be reserved for sales presentation, recurring group/social meeting or other commercial purposes except as authorized by the HOA board in writing.

• Times of Use - between hours of 10am and 10pm.

• Clean-up - Each user of clubhouse is responsible for their own clean-up including floors, bathrooms, kitchen and the removal of all garbage. Clean up must be completed by 10 a.m. on day following the event. Failure to adequately clean will result in a fine of $100 to owner.

• Damage - Any damage caused, whether by a unit owner or owner’s guests, will be the responsibility of owner and will charged to owner by the HOA.

Hours are 10 am to 10 pm during the season. Quiet lap swimming is permitted from 8 am to 10 am.

The pool is typically open from May 1 to sometime around the end of September. However, as per the COVID-19 response plan Safe Start Washington, water recreation facilities are not permitted to open until Phase 3.

We are tentatively targeting July 15th, but that is subject to change based on government mandates and maintenance scheduling.

The code to the workout room can be found in the Resident Handbook, which is available in the Shared Documents section of the BEST Online Portal.

Remove items brought into the pool, spa and/or clubhouse after each use. No glass containers around the pool. Keep the gates to pool area locked at all times. Try to close the gate quietly as the sound carries to nearby condos. Don’t smoke in pool area or clubhouse.

Children 12 and under shall not use the pool without an adult 18 or over present and persons from 13 through 18 shall not use the pool alone. Children under the age of 18 shall not use the sauna or hot tub unless accompanied by an adult 18 or over. These restrictions will be posted. These restrictions are provided to all Owners, and Owners are solely responsible for providing a copy to their renters. Any child unable to swim or who is under 7 years of age must have the parent in the pool and tending the child at all times. Persons with any medical condition or potential medical condition (such as women of child bearing age or otherwise), and persons taking any medication (whether prescription or otherwise) should not use the sauna or hot tub without first consulting with their doctor. All such use is at the persons’ sole risk. Use of the sauna or hot tub with alcohol may pose a hazard and is prohibited.

The clubhouse Internet password can be found in the Resident Handbook, which is available in the Shared Documents section of the BEST Online Portal. It is also written on a paper placard in the clubhouse.

The parking lot speed limit is 10 miles/ hour.

Watch for children, especially during warm weather.

Use only assigned parking. Residents may not use visitor parking spaces except when they have guests and then for a maximum of 24 hours. Guests may park in tandem behind residents covered parking spot for a maximum of 3 hours, but only if they do not restrict traffic.

No travel trailers or motor homes shall be parked inside the gates of Lake Villas. Boat trailers may be parked in an owner parking space for up to 72 hours, but no longer.

A hose and water are available at the end of each building’s covered parking. A more complete setup is next to the cottage.

The dock is typically open on April 1st, with the opening day each year based on the lake level. It is typically closed at the end of October.

If you wish to rent a boat slip, please contact our dock master; contact info can be found in the Contact List, available in the Shared Documents section of the BEST Online Portal.

The dock area may be used for sunbathing, swimming, fishing, and general recreation so long as no activity becomes an unreasonable infringement on the right of other owners or a hazard or risk to the association. Children 14 years of age and under are not allowed on the dock unless accompanied by a parent or legal guardian. Smoking on docks should be done in a respectful manner. Please be cognizant of the smoke and the effect on your neighbors.

Garbage is picked up on Friday and recycling on Wednesday.

When trash and recycling containers by your building are full, trash is to be taken to the nearest dumpster and extra recycling cans located in the dumpster areas.

The dumpsters and extra cans are located on both sides of the complex. On the south side it is to the driveway side of the clubhouse; on the north side it is across the driveway from Building H. Both areas also have extra trash receptacles nearby. Garbage cans and dumpsters are to be used for normal trash needs. DO NOT place any disposable items around the cans or dumpsters (e.g. discarded furniture, construction debris).

Dumpsters are emptied on Monday.

Waste Management recycles the following clean items: aluminum cans, aluminum foil and bake ware, steel and tin cans, paper, flattened cardboard, newspaper, magazines, catalogs, phone books, paperback books, wrapping paper (no foil or ribbon), paper food boxed, milk cartons, juice boxes, bottles and boxes (no caps or lids) plastic dairy tubs (yogurt, margarine, etc.).

Each homeowner has a unique car gate code. If you are new, see the Resident Handbook, available in the Shared Documents section of the BEST Online Portal, for instructions on how to get your number.

When someone uses the directory in the box by the gate, they will find a unique number to type in for that owner/tenant. The owner or tenant must have a local phone number to be in the directory. They will be called and the owner/tenant needs to hit #9 to open the gate.

See the Resident Handbook, available in the Shared Documents section of the BEST Online Portal, for instructions about how to get your number added to the gate directory; this can only be done if you have a local number.

Instructions to program a garage opener can be found in the Resident Handbook, available in the Shared Documents section of the BEST Online Portal.

The code for the man gate is private; it can be found in the Resident Handbook, available in the Shared Documents section of the BEST Online Portal.

Instruction to open the gate manually can be found in the Resident Handbook, available in the Shared Documents section of the BEST Online Portal. Please also log a maintenance request in the portal if the gate is malfunctioning.

The Board typically meets every 3rd Tuesday of the month in 2020. You can also check and subscribe to the Calendar.

Please submit agenda item requests to our property manager at least one full day before the meeting. We will also discuss “Items from the Floor” at the start of the meeting.

The Annual Home Owners meeting is required to be conducted in the first quarter of each year, and typically is in February. Homeowners are notified of the meeting schedule, 10 days in advance. A new state law also requires a home owners meeting in December to go over the next year’s operation budget.

Each condo has a unique mailbox (typically on the outside wall of their carport). The key to your mailbox is the home owner’s responsibility. If something happens to the mailbox lock or the key, a new mailbox key and lock can be purchased at Home Depot. If you do not have a working key, you will need to replace the lock when the mailman opens the mailbox. The postal service uses a master key to open all of the boxes, so having a broken lock will not prevent your mail from being delivered.

There is an outgoing mailbox located to the left of the cottage near the outgoing gate (across from building F). You may also place outgoing mail under a rock on top of your building’s individual mailboxes.

Board approval is required for:

• Any interior projects that require a permit (e.g. structural changes to walls, electrical work within wall, plumbing within walls, addition or changes in gas installation, installation or modifications of furnace ducting, air conditioning, etc.)

• Exterior modifications (e.g. I want to install a sun shade on my balcony)

• Flooring changes

• Window replacements

See detailed instructions for how to request approval in the next question.

Before Requesting Approval

1. Read through Appendix A (Construction Rules, Requirements for Owner's Contractors and Plan Checklist) of the Rules & Regulations. If you have any questions about the feasibility of your project or would like to chat with a board member before requesting approval, please contact the board.

2. Verify that all contractors you are working with are licensed, insured, and bonded; you can verify this information at the Washington Department of Labor & Industries: https://secure.lni.wa.gov/verify/; you will need their license numbers to submit your request.

3. Give your contractors a copy of the Contractor Requirements handout and any other applicable requirements (Flooring Requirements, Window Requirements).

Board Approval

Approval requests are submitted and tracked by submitting "architectural reviews" on the BEST Online Portal. To submit a request:

1. Gather the following information to include in your request:

• Approximate Start Date:

• Approximate End Date:

• Summary: [Brief summary of the plan and scope; include if you are planning any of the following project types:

Structural changes to walls, Window installation, Installation or modification of existing flooring, Installation or modification of electrical wiring within walls, Changes in plumbing within walls, Addition or changes in gas installation, Installation or modification of furnace ducting, Furnace replacement, Water heater replacement, Air conditioning, Other (please specify)]

• Contractor(s) Names and License Number(s):

[For each of the project types included in your summary, proposed contractor(s) and their license numbers; if performing the work yourself, write "Self"]

2. When you are ready to submit your request on the portal, click this link: Submit a new architectural review.

3. Include the information from step (1) in the "Project Description" box.

4. Using “Add Files”, upload the following supporting documents if applicable. You may also submit your request and add these files incrementally:

1. • For structural changes to walls: Attach all applicable permits; depending on the scope of your project, these permits may require floorplans and structural engineering documents.

   • For window installation: Proof of adherence to Window Requirements.

   • For installation or modification of existing flooring: Proof of adherence to Flooring Requirements; If installing hardwood, engineered hardwood, or vinyl, proof of indicate material IIC (Impact Insulation Class) and underlayment plan.

   • For air conditioning: Fill out and attach the "Air Conditioner Installation/Modification Application" found the the Shared Documents folder in the BEST Online Portal (in the "Construction Requirements" folder).

   • For exterior modifications: Fill out and attach the "Exterior Modification Application" found the the Shared Documents folder in the BEST Online Portal (in the "Construction Requirements" folder).

5. Once your request is submitted, the Lake Villas property manager will review your request and let you know if any more documentation is required.

6. Once all required documentation is received, the board will review your request within 7 business days.

You can track the status of your approval through the BEST Online Portal in the Compliance section.

If Your Project Requires Permits

For everyone's safety, you and/or your contractor must obtain all permits required by the City of Redmond before starting work.

The board requires that all completed and signed permits be submitted for record within 90 days of the project completion date:

1. Submit all completed and signed permits by attaching them to your approved project in the BEST Online Portal. You may submit them incrementally.

Failure of the Homeowner to complete the process: may result in fines and additional costs to bring the project within the necessary HOA Requirements. The board understands that construction projects frequently take longer to complete than anticipated and will work with the Homeowner to ensure that ample time is given to complete the process.

If you are planning on renting out your unit, please make note of the rental restrictions:

• There is a minimum of a 6 month lease required for any unit leased.

• In order to be eligible to lease a unit, the owner must have lived in the unit for 12 months.

The requirements and form to approve a rental of a unit are in our Declarations (in the most recent 2017 Amendment). Any time there is an update to your lease (a new lease or a renewal), you must submit the lease and attached addendum to the HOA board for approval. To make the request:

1. Download the “Lease Addendum (Exhibit A)” form.

2. Give your tenant a copy of the Rules & Regulations.

3. Fill out the lease addendum (Note: the addendum is a fillable PDF form, so you may fill it out digitally or by hand); it needs to be signed by you and your tenant.

4. In the Property Details section of the BEST Online Portal:

   • Check the box “This unit is occupied by a renter”.

   • Fill out your renter(s) contact information.

   • Attach your completed and signed lease and lease addendum.

5. Save.

Once your request is submitted, the Lake Villas property manager will:

• Review your lease and lease addendum.

• Review the contact Information from your leaser.

• Send you an approved lease addendum form for your records.

• For new renters: Assess you a $100 move in fee. This will be added to your monthly HOA statement.

Note: There will be a $100/month fine imposed on Owners failing to have leases approved by the above process.

Please note: Renters do not have BEST Online Portal accounts to access private documents. Please give your renter the Resident Handbook and the community Contact List that are available in the Shared Documents section of the BEST Online Portal.

The only pets allowed are two domestic cats/unit, caged birds, and fish. Please see the full Rules & Regulations (Section 6) for more details.

The requirements and form to request an assistance animal are specific in Appendix B of the Rules & Regulations. To make the request:

1. Download the Form to Request an Assistance Animal (Appendix B).

2. Read and fill out the form; gather any required supporting documentation. (Note: The form is a “fillable” PDF file. You can print the form, fill it out by hand, and then scan it in. Or, you can fill it out digitally with your favorite PDF editing software.)

3. Approval requests are submitted and tracked by submitting "architectural reviews" on the BEST Online Portal. When you are ready to submit your request on the portal, click this link: Submit a new architectural review.

4. In the “Project Description” box, make a note of the type of request (e.g. “Hi. I am requesting an assistance animal.”)

5. Using “Add Files”, upload your completed "Form to Request an Assistance Animal (Appendix B)" as well as any required supporting documents.

6. Submit your request.

Once a completed request with the required documentation is received, the Association will provide a response within fourteen days. You can track the status of your request through the BEST Online Portal in the Compliance section. An approved form signed by the board will be available to download for your records.